Exports

Where: Operations → Participants and Operations → Merchandise

Getting your data out for work that belongs in a spreadsheet: manufacturing orders, mail merges, reconciliation, reporting.

What is available

Several exports, each shaped for a different job:

• Download CSV — the participant list.
• Download SKU — merchandise, for ordering and fulfilment.
• Download All TRX — transactions, for reconciliation.
• Download CSV (opt-out users) — people who withdrew.

Take the one that matches your task. Exporting everything and cutting it down by hand is how columns get misread.

Take exports at the right moment

An export is a photograph, not a live feed. Every export you rely on has a correct moment to take it:

Export	Take it
Merchandise	After the profile update deadline, so sizes are final
Transactions	After the fundraising period closes, so late donations are included
Participants	Whenever, but note the date on it
Opt-outs	Before your merchandise order and before refunds are processed

Note the date on anything you send to a third party. When they come back with a question three weeks later, that date is the first thing you will need.

Reconciling

For financial reconciliation, work from the transaction export and count successful payments only. Pending and failed rows are in there because the export is a complete record, not because they are money.

→ Transactions and refunds

Handling participant data carefully

These files contain personal data — names, email addresses, sometimes more.

• Send them only to people who need them, by a means you would defend.
• Send the fulfilment partner the merchandise export, not the full participant list.
• Delete working copies when the job is done.

Nothing about an export being convenient makes it less of a personal data disclosure.

A note on columns

The exports are aligned with each other so the same field means the same thing across files, but they do not all carry the same columns — each is shaped for its job.

If you are joining two exports together, join on something stable and unique rather than on a name.